This article covers how General Purchase Orders (or GPOs) are created, what information is entered, how to locate GPOs in the system, reopening, and voiding GPOs.
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Create a GPO
You can create a GPO in two places:
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In the Parts & Service module: Under the Parts Ordering tools menu on the left side of the screen. Note: The security permission "[PO] Restrict From Adding/Editing General PO From P&S" must be unchecked for the user to be able to access from the Parts & Service module. |
In the Accounting module: Under the Order Entry tools menu on the left side of the screen.
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Header Information
- Input information into the header section.
- Entity Reference – used to search in Accounting
- GL Acct # - to Credit the AP account. (Defaults to the default AP account in the Company Info.) If the Entity has an AP Acct assigned to it in CRM, the GL Acct # will populate with that when the entity has been added.
- Purchase Order #, Sublet Document #, Ordered By, and Received By fields are not editable and automatically populate.
Select or Enter Entity
- In the customer info section, you will either add an existing entity or add a new entity.
- Choosing to add an existing entity will open a search window where you can search for the entity.
- Choosing to add a new entity will open a window to allow you to enter customer information and verify that a duplicate entity does not exist.
- Either selection will populate the Entity Information – who you are buying from. (Auto-populates the “Pay To" field in the header.)
Once an entity has been selected, the customer info section will offer additional buttons to modify the chosen entity or view the entity history.
Add GPO Line(s)
- Select the Add New button to enter a new line to the general purchase order. This will open a popup window. If you have created general purchase order invoice templates, you may choose the Add New From Template button.
- Enter a description of the order item.
- Optionally, you may enter comments.
- Enter the quantity.
- Optionally, you can choose the profit center for the order.
- Enter the cost of the purchase. The extended cost will show to the right of this field. The extended cost is the cost multiplied by the quantity.
- Optionally, if this is an order for a specific unit, you can enter or search for the unit stock number.
- Select the GL Account for the debit. This is usually an expense (EX) or cost (CT) account, but may also be a revenue (RE) or asset (AS) account type.
- The Expense To field may be automatically populated if the entity selected above has an expense account entered on their CRM profile.
- Optionally, you may select a department to apply to the expense.
- Check the taxable box to apply taxes to the purchase order. This will update the tax information in the footer.
- To add this line to the order, click the Submit button. If you wish to add this line and start a new line on the order, select the Submit & Add New button.
Footer Information
The bottom of a general purchase order contains fields that may contain discount information from the entity's CRM profile and details for tax purposes.
- If the entity chosen in the customer info section has discount information entered in their CRM profile, it will automatically populate in the supplier override fields. Alternatively, you may enter discount information.
- If tax amounts were included in the line totals, you may check the box that taxes were paid.
- Verify that your tax rate is correct, if needed.
General Purchase Order Buttons
At the bottom of the general purchase order are buttons.
- Optionally, you may choose to upload documents or view documents associated with this general purchase order. For example, if the GPO is for a towing company, you may upload a copy of the invoice.
- Optionally, you may choose to print a copy of the general purchase order, but you will want to save the order first.
- If your dealership has order approval turned on, you can request approval, then the approver(s) can select the approvals button to approve the order.
- Clicking the order now button will create the order, but not receive the item yet. You will be asked to verify the order. Once you choose this option, a copy of the Purchase Order Ticket will open in a new tab. The buttons at the bottom of the GPO will change, showing a Receive Now button. You will need to receive the order to be able to post the GPO to accounting.
- Selecting the Order & Receive button will place and receive the order now, which will post it to accounting. You will be asked to verify the order.
- Choosing the Save button will save the GPO. Once you choose this option, the buttons at the bottom of the GPO will change, showing an Edit button.
- Optionally, you can click the Email a PDF button to attach a copy of the general purchase order to a new, blank email.
View General Purchase Orders
Once you have selected either the Save, Order Now, or Order & Receive buttons on a General Purchase Order, you can view it in the list.
- Open the Accounting module.
- Choose the General Purchase Orders option under the Views menu on the left side of the screen.
If you chose to Save the order or to Order Now, the GPO will show in the Not Fulfilled list.
If you chose to Order & Receive, the GPO will show in either the Fulfilled or the Post to Acct list. Which list your order will show in is partially based on the security permissions assigned to you. The permissions that can affect your ability to post general purchase orders to accounting may include:
- [PO] Allowed to Post GPO to Accounting on Demand
- [PO] Restricted From Posting GPO to Accounting on Receive
- Restricted From Posting GPO/AR without Departments on Items
Reopen GPO
If you selected the Order Now or Order & Receive button, you will see that a Reopen Ticket button at the bottom of the GPO window. Clicking this button reopens the GPO, placing it back into the not fulfilled section of the General Purchase Order List.
If you reopen a GPO that has posted to accounting, the system will create a reversal journal entry and posting journal entry when you receive the GPO again. In the accounting module there will three separate transactions: the original post, the reversal post, and the new post.
The security permission that will stop a user from reopening a general purchase order is:
- [PO] Restrict from Re-Opening GPOs
Void General Purchase Order
If you need to void a general purchase order, you will need to expand the header section by clicking the Show More button in the upper right of the window. This will expand the header and show several buttons in the upper right.
Click the void button. It is the universal "no" shape of a circle with a line diagonal across it. This will update the GPO as voided and move it to the voided section of the general purchase order list.